Staff Handbook Handbook for Benefit Programs, Policies and Procedures

Staff Handbook
Handbook for Benefit Programs, Policies and Procedures
INTRODUCTION
The information described in this handbook is intended to provide the guidelines and general
information necessary to enable Delta State University staff and supervisors to work together
successfully and effectively in order to accomplish assigned job responsibilities and perhaps even
more importantly, to support Delta State University’s overarching missions. Information
contained in this handbook for non-exempt and exempt staff is for informational purposes only
and shall not be construed as a contract.
In summary, while this handbook strives to be a wide-ranging information resource, it should not
be understood as a full-replacement of DSU’s official policies or of its more comprehensive
procedures and guidelines. It is not intended to replace or substitute the Policy and Procedure
Manual. Policies and procedures are subject to changes which may not be reflected in the
Handbook. If you find that you have questions that are not answered here, please contact your
immediate supervisor or refer to the Human Resources website at
http://www.deltastate.edu/pages/232.asp for additional information.
Finally, the provisions of this version of the “Delta State University Staff Handbook” supersede
those put forth in all previous editions of the handbook. The language used in this document does
not create an employment contract between the employee and Delta State University. The
document does not create any contractual rights or entitlements. Delta State University reserves
the right to revise the content of this document, in whole or in part. No promises or assurances,
whether written or oral, which are contrary to or inconsistent with the terms of this paragraph
create any contract of employment. This handbook may be amended or added to in different ways
in accordance to established administrative procedures. Polices or procedures referenced in this
handbook may have changed since the printing of the handbook. Please refer to the Policy and
Procedures Manual at www.deltastate.policies for the current version of all policies and
procedures.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
2
WELCOME
Welcome to Delta State University! In joining the Delta State community, you become an
important part of a premiere regional university dedicated to excellence in education, service, and
scholarly contributions. By working together at Delta State, we gain the opportunity and the
responsibility to make a real difference in the world. Our continued success depends on your
contributions and your service to our students, to each other, and to the community around us.
This handbook is designed to provide an overview of the Human Resources policies and
procedures at DSU and the many resources and opportunities that are available to you. These
pages should assist in understanding what Delta State University expects from you as a staff
member and what you should expect from DSU.
For questions not answered here and to find the most complete and current policy statements,
please refer to the Delta State University Policy and Procedure Manual located online
(www.deltastate.edu/policies) and speak with your supervisor.
Delta State University’s reputation for excellence in education, service, and scholarly
contribution was forged by the many people who came before us, the people who invested their
careers here in service to others. By joining Delta State, you have become a part of a legacy of
great achievement and even greater potential. Let’s work together to realize the promise of this
great institution.
Dr. Myrtis Tabb
Associate Vice President for Finance and Administration
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
3
Table of Contents
INTRODUCTION
WELCOME
GETTING STARTED ………………………………………………………………………….
Developing Staff and Supervisor Relationships
New Staff Orientation Process and Evaluation Period
Workplace Attire
The OkraKard - Delta State University’s Multi-functional Identification Card
Direct Deposit
5
BENEFIT OPPORTUNITIES …………………………………………………………………
Enrolling and Making Changes in Benefits
Newly Eligible: 30 Days
Qualifying Life Events: 30 days
6
CORE BENEFITS ……………………………………………………………………………...
Health Insurance
Dental Insurance
Vision Insurance
Life Insurance
Retirement
Reimbursement Accounts
Tuition Remission for Employees
Tuition Remission for Dependent Children of Employees
Tuition Remission for Spouses of Employees
Compensation for Educational Development of Staff Employees
Holidays
7
TIME AWAY FROM DSU …………………………………………………………………….
Personal Leave
Medical Leave
Leave for Death in Immediate Family
Family and Medical Leave
Leave of Absence Without Pay
Administrative Leave
Sabbatical Leave
Military Leave
Terminal Leave
Transferring Credit for Leave Days
9
EMPLOYMENT @DSU ……………………………………………………………………….
Equal Employment Opportunity
Employment Eligibility (I9)
Minimum Age for Employment
Days and Hours of Work
Sexual / Workplace Harassment
Reduction in Force (Non-Faculty)
Employment Status
Employment of Relatives
Employment of Retirees
13
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
4
Table of Contents (continued)
PAY ADMINISTRATION ……………………………………………………………………..
Job Description
Fair Labor Standards Act – Exempt and Non-Exempt Designations
Salary and Wage Scale
Salary and Wage Increases
Promotions, Demotions, and Transfers
Job Evaluation
Job Reclassification
Overtime for Non-Exempt Employees
Checks
Additional Compensation
16
WORKPLACE EXPECTATIONS AND GUIDELINES …………………………………….
Progressive Discipline
Step I - Documented Oral Warning
Step II - Formal Warning
Step III – Suspension
Step IV - Dismissal
Hearing
Attendance and Absence
Performance Evaluations/Appraisals – Non-Faculty
Non-Faculty Grievances
20
GENERAL INFORMATION …………………………………………………………………..
Weapons on Campus
Drug – Free Environment
Tobacco – Free Environment
Alcohol and Drug Abuse
Arrest and/or Conviction of Staff
Responsible Use of Electronic Communications
Emergencies
Traffic and Parking
Service Awards
H.L. Nowell Outstanding Support Staff Award
DSU Foundation Awards for Staff Excellence in Service
Child Development Center
Workers’ Compensation
Unemployment Compensation
Political Activities
Outside Employment
Intellectual Property
27
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
5
GETTING STARTED
The following areas require early attention when new staff employees begin their work at Delta
State University.
Developing Staff and Supervisor Relationships
One of the most critical components of successful performance at Delta State is the partnership
between staff and supervisors. This partnership provides the underlying structure for successful
working relationships. The staff-supervisor relationship relies upon the following set of
requirements:
• The communication and understanding of needs and expectations.
• The ability to discuss and resolve questions and problems.
• The sharing of suggestions for improvement of work processes, individual and team
performance, and service to others.
New Staff Orientation Process and Introductory Evaluation Period
When beginning work at DSU, staff employees have a six (6) month introductory evaluation
period that will begin the first day of regular (excluding temporary) employment. All noninstructional employees are placed in an evaluation status for a minimum period of six months
from the date of employment. This period is to be utilized by the supervisor for observing the
employee's work and for rejecting any employee whose performance does not meet required work
standards. Continuation of employment beyond the six months signifies the end of the evaluation
period unless extended by the employee's supervisor. An employee may be terminated at any time
during the introductory evaluation period. New employees do not have access to the grievance
procedures. At the end of the employee's evaluation period, the department supervisor will
conduct an assessment of the employee’s performance. The introductory evaluation period may
be extended one time upon written request and justification from the administrative officer of the
department. The request must be approved by the Director of Human Resources and the
appropriate Vice President when it pertains to his/her staff. The completed form must be returned
by the department supervisor to the Human Resources Office and becomes a part of the
employee's records.
Workplace Attire
Workplace attire must be neat, clean, and appropriate to the work being performed in the setting
in which work is performed. Supervisors should determine and communicate appropriate
workplace attire for their staff.
The OkraKard - Delta State University’s Multi-functional Identification Card
The OkraKard is essential for all staff. Staff employees are expected to carry their ID card with
them at all times while on DSU premises. Additional guidelines for the identification card
include:
• Staff must report a lost or stolen badge to their supervisor and Student Business Services
immediately.
• The badge is not transferable to another individual under any circumstances.
The OkraKard is also an activity card. This activity card is to be used for conducting business
with the university and serves as a multi-functional one-card system that provides meal plan
tracking, a pre-paid debit account, facilities access, and activities access.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
6
Direct Deposit
Delta State University encourages all staff to use direct deposit of paychecks because of the many
advantages it offers. Direct deposit provides the convenience of having a paycheck electronically
deposited into either a checking or savings account on payday. All employees are required to
participate in direct deposit. For most employees, a pay stub is sent through campus email
showing gross earnings and net pay. DSU will split deposit between two accounts. The minimum
requirement is $250.00.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
7
BENEFIT OPPORTUNITIESS
Delta State University’s overall benefit program has been recognized and valued because of its
comprehensiveness and economic value. In addition to an array of core benefits such as health
insurance, accrued leave, and state retirement, DSU also offers a wide range of family-friendly
benefits. A summary of the benefits can be obtained from the Human Resource Office.
Enrolling and Making Changes in Benefits:
Our benefit programs require staff to enroll within a specified period of time or wait to make
enrollment changes until the annual open enrollment period. Enrollment in other benefits may
occur throughout the year based upon eligibility.
Newly Eligible: 30 Days
The first opportunity to enroll in benefits is during the first 30 days of eligibility. During this 30day time period, staff will have the opportunity to decide on health, dental, vision, and other
ancillary benefits, such as health or dependent care reimbursement accounts. After 30 days, the
next opportunity to enroll or make enrollment changes will be during the annual open enrollment
period usually in August. Health insurance open enrollment is in October.
Qualifying Life Events: 30 days
If an employee experiences a qualifying life event, they may enroll or make changes to some of
their Delta State benefits within 30 days of the event. Any change must be consistent with the
qualifying event. Qualifying events include such things as:
• Marriage, divorce, or legal separation,
• Birth or adoption (or placement of adoption) of a child,
• Death of a covered dependent,
• Loss or gain of eligibility for insurance coverage for staff or a covered dependent,
• Change in spouse’s employment status, and
• Change in health insurance eligibility due to a relocation of residence or work place.
If an employee has a qualifying event, they must notify Human Resources at
662.846.4035 or by visiting the Human Resources office in Kent Wyatt Hall, Room 247 and
provide documentation within 30 days of the event to update benefit enrollments.
The employee will need to present documentation, such as a birth, marriage, or death certificate,
or divorce decree.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
8
CORE BENEFITS
Delta State University offers staff and their family members a strong foundation of core benefits
that offer exceptional value, including high-quality health plans, life insurance and retirement
plans. Detailed information on the following benefits is available in the Human Resource
Department.
Health Insurance
Individual needs vary and that’s why DSU offers a health insurance plan that meets the need of
staff and their family members. Our health plan covers medical, pharmacy, and other health
benefits. Eligible employees may also insure their dependents in the health plan by paying the
premium cost for the covered dependents. Premiums are deducted from paychecks with Delta
State University paying the premium for the employee.
Dental Insurance
Delta State offers a choice of dental plans depending on the level of dental coverage desired. The
two plans offer preventative and basic care, but differ in covered services for major dental care.
The employee is responsible for all premiums associated with dental coverage.
Vision Insurance
DSU offers staff a nationwide vision care plan that provides coverage for prescription lenses and
frames, contact lenses (in lieu of eyeglasses), and a complete annual eye exam. The employee is
responsible for all premiums associated with vision coverage.
Life Insurance
Delta State offers comprehensive life insurance programs from which staff can choose to
participate to supplement his or her insurance needs including Supplemental Life and Whole Life.
Retirement
The State of Mississippi mandates participation in the state retirement system as a condition of
employment. Delta State offers two different types of retirement plans.
•
State Retirement (PERS) The Public Employees’ Retirement System of Mississippi is a
defined benefit plan.
•
Optional Retirement Plan (ORP). Delta State University employees in administrative
positions, librarians, coaches, and teaching faculty are eligible to participate in this
defined contribution plan. Eligible employees can participate with one of three
companies:
o Teachers Insurance and Annuity Association/College Retirement Equities Fund
(TIAA/CREF),
o Internationale Nederlanden Groep (ING), or the
o VALIC.
Both plans are funded by Delta State University and the contributing employee.
Detailed information on the state and optional retirement plan system is available in the Human
Resources Department or by contacting the Public Employees' Retirement System of Mississippi
at 601.325.3589 or 1.800.444.7377 or www.pers.state.ms.us.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
9
Delta State University also provides an opportunity for eligible staff to continue participation in
many benefits when they retire. These benefits may include health, dental, and life insurance.
Staff may schedule an appointment with a Human Resource representative to help them evaluate
benefits and complete required paperwork for those benefits in which they are eligible to continue
after retirement from DSU. Eligibility for benefits in retirement varies by benefit and eligibility
criteria.
Reimbursement Accounts
Delta State offers reimbursement accounts that allow staff to take advantage of tax savings on
eligible expenses:
• Premium Only Plans (premiums paid by the employee for ancillary benefits)
• Health care (for health care expenses not covered by insurance), and
• Dependent care (for reimbursement of day care expenses for eligible dependents).
Both types of reimbursement accounts require staff to estimate the cost of their health and/or
dependent care for the time frame of September – August. DSU offers this pre-tax benefit plan
that allows employees' pay to be reduced by the premium amounts for the employees' share of
premiums for state life insurance, health insurance, cancer/hospital insurance coverage, dental
insurance, payments for dependent care, and payments for non-reimbursed medical expenses.
This reduction of gross pay for the purpose of paying for employees' benefits may have the effect
of reducing the employees' total federal and state income taxes and social security taxes liability.
Tuition Remission for Employees
Delta State University provides a Tuition Remission Program that enables eligible employees to
enroll in courses of study at the University in order to enhance personal and professional
development. Regular full-time employees are eligible to have tuition remitted for up to six (6)
undergraduate or graduate credit hours per fall or spring semester and up to three (3) credit hours
per summer and/or intersession term with a maximum of eighteen (18) credit hours per year.
Employees are eligible for this benefit on the first day of their regular employment. Part-time,
benefit eligible employees, may take up to three (3) credit hours per semester. Employees who
are adjunct or temporary status are not eligible for the Tuition Remission Program.
Regular full-time employees on an approved leave of absence may continue to be eligible for the
Tuition Remission Program for the duration of the approved absence.
Tuition Remission for Dependent Children of Employees
Delta State University provides a Tuition Remission Program that enables dependent children of
eligible employees to enroll in courses of study at the University at a reduced tuition. In order to
receive the fifty percent tuition remission, a dependent child must gain admission to the
University and complete the Application for Tuition Remission for a Dependent Child.
Dependent children who receive partial aid, scholarships, or graduate assistantships are eligible
for tuition remission. The remission does not apply to dependent children who are recipients of
full scholarships from any source or graduate assistantships.
Tuition Remission for Spouses of Employees
Delta State University provides a Tuition Remission Program that enables spouses of eligible
employees to enroll in courses of study at the University. Spouses of regular full-time employees
are eligible to receive this scholarship until the degree requirements are met and as long as the
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
10
employee remains employed by DSU. Employee spouses are eligible for this benefit on the first
day of the employees' regular employment. Spouses of employees who are adjunct or temporary
status are not eligible for the Tuition Remission Program.
Compensation for Educational Development of Staff Employees
Delta State University encourages the personal and professional development of support staff
employees. In an attempt to award employees for such efforts, full-time employees may be
compensated in the following amounts for the completion and awarding of the following degrees
through a fully accredited institution of higher learning and/or a recognized and accredited
certification program.
GED
$250.00
Professional Certification
$250.00
(must be job related and require prior approval)
Associate Degree
$500.00
Bachelor Degree
$750.00
Masters Degree
$1,500.00
Doctoral Degree
Varies / Negotiable
Holidays
Delta State University closes its offices in observance of the following “official” holidays:
• Independence Day
• Labor Day
• Thanksgiving
• Winter Holiday (Christmas)
• New Year’s Day
• Martin Luther King, Jr. Day
The President has also declared the following “special holidays” for all eligible employees:
• Friday after Thanksgiving
• Seven (7) additional days in conjunction with the Winter Holiday (Christmas)
• Good Friday (Friday proceeding Easter Sunday).
• other times approved and announced by the President
“Special Holidays” are subject to change at the discretion of the President of the University.
When a stated holiday falls on a Saturday, the University will observe the preceding Friday as the
Holiday and when the holiday falls on Sunday, the following Monday will be observed.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
11
Time Away from DSU
Personal Leave
Personal leave with pay is earned by all regular full-time employees, after one month of
continuous service, according to employment status and length of annual employment periods.
Nine-month faculty, students and retirees are not eligible for personal leave time. Personal leave
may also be utilized during Family and Medical Leave, which is granted to eligible employees
because of childbirth or placement of a child through adoption or foster care; due to the serious
health condition of a child, spouse, or parent; or, in the case of an employee's own serious health
condition. Personal leave may only be taken at times agreed upon by employees and their
department/unit head and must be approved in advance, except when personal leave is requested
for medical reasons.
Employees are allowed credit for personal leave computed on the basis of continuous service at
the following monthly and annual accrual rates.
Continuous Service
1 month to 3 years
37 months to 8 years
97 months to 15 years
Over 15 years
Accrual Rate Monthly
12 hours
14 hours
16 hours
18 hours
Accrual Rate Annually
18 days
21 days
24 days
27 days
*Employees, who were hired prior to July 1, 1984, and who had continuous service of at least five (5)
years but not more than eight (8) years, shall accrue fifteen (15) hours of personal leave each month or
twenty-two and a half (22.5) days per year.
Personal leave may be used for vacation and personal business. Personal leave must be used for
the illness of the employee and/or the employee’s immediate family requiring absences of one
day or less. Personal leave may be used for absences that require the employee to be absent for
more than one day. During the interim of each academic semester or term, personal leave must be
used by employees for any periods of time not covered by official or special holidays. Nonexempt employees must utilize any accumulated time-off/compensatory time before using
personal leave. Exempt employees are not eligible for time-off/compensatory time and must use
personal leave to cover any period of time not designated as an official or special holiday.
Medical Leave
Major medical leave is earned by all regular full-time employees after one month of continuous
service, according to employment status and length of annual employment periods. Student
employees and retirees are not eligible for major medical leave. Major medical leave may be used
for the illness or injury of the employee or a member of the employee's immediate family.
Employees, except nine-month faculty and student workers, are allowed credit for major medical
leave computed on the basis of continuous service at the following rates:
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
12
Continuous Service
Accrual Rate Monthly
Accrual Rate Annually
1 month to 3 years
8 hours
12 days
37 months to 8 years
7 hours
10.5 days
97 months to 15 years
6 hours
9 days
Over 15 years
5 hours
7.5 days
* Employees who work less than 40 hours per week shall accrue credit for leave on a pro-rata basis.
Faculty members employed on a nine-month contract shall accrue credit for major medical leave
as follows:
Continuous Service
Accrual Rate Monthly
1 month to 3 years
37 months to 8 years
97 months to 15 years
Over 15 years
13.33 hours
14.20 hours
15.40 hours
16 hours
Accrual Rate Academic
Year
15 days
16 days
17 days
18 days
Major medical leave may be used for the illness or injury of an employee, or member of the
employee's immediate family, only after the employee has used one day of personal leave for
each absence due to illness, or leave without pay if the employee has no accrued personal
leave. Provided, however, the major medical leave may be used, without prior use of personal
leave, to cover regularly scheduled visits to a doctor's office or a hospital for the continuing
treatment of chronic disease, as certified in advance by a medical doctor. Faculty members may
use major medical leave for the first day of absence due to illness.
Unused major medical leave shall be counted as creditable service for purposes of the PERS
retirement system.
Advance major medical leave is not permitted, except that major medical leave may be granted
during the month it is earned. When major medical credits are inadequate to cover absences
caused by the employee's illness, the time lost is charged to personal leave, if any, then leave
without pay.
Employees must notify the supervisor immediately of the reason for absence and must keep the
supervisor informed of their condition.
Leave for Death in Immediate Family
In the event of death in the immediate family, an employee may use up to three days of earned
major medical leave in any calendar year when required to be absent from duty because of the
death. Personal leave may be used for absences due to a death in the immediate family or for
additional days needed after three days of major medical leave have been used during a calendar
year. Immediate family is defined as spouse, parent, step-parent, sibling, child, step-child,
grandchild, grandparents, son- or daughter-in-law, mother- or father-in-law or brother- or sisterin-law. Child means a biological, adopted or foster child, or a child for whom the employee
stands or stood in loco parentis.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
13
Family and Medical Leave
All regular full-time (50% time or greater) employees of Delta State University are entitled to
family and medical leave. Employees who work 50% time or greater but less than 100% time are
entitled to leave on a pro-rata basis. Family and medical leave of up to twelve (12) weeks'
duration during the fiscal year will be granted upon proper request following childbirth or
placement of a child through adoption or foster care; due to the serious health condition of a
child, spouse or parent; or, in the case of the employee's own serious health condition.
Delta State University will utilize accrued personal and major medical leave, as applicable, for
any part of the twelve-week leave period. If accrued leave is not sufficient to cover the entire
period of the leave requested or if the employee chooses to take unpaid leave, an unpaid leave of
absence will be granted for the remainder of the twelve (12) week leave period.
The University will continue to pay the employee only contribution to the Health Insurance Plan
for up to twelve (12) weeks, whether the leave is paid or unpaid. At the time accrued paid leave is
exhausted and an unpaid leave of absence begins, the employee must make arrangements with the
Human Resources Department for continuation of benefits coverage, including health, life, dental
and other ancillary insurances. Service time in the Public Employees' Retirement System of
Mississippi or the Optional Retirement Plan is not earned for any period of unpaid leave of
absence. Also, personal and major medical leave days are not earned during the unpaid portion of
a leave of absence.
The employee requesting family and medical leave must provide his/her department head and the
Human Resource Department with a certificate from a physician of a serious health condition for
the employee's own health or that of a family member. Forms are available in the Human
Resource Department. Certification must include:
1.
the date on which the serious health condition began;
2.
the probable duration of the condition;
3.
appropriate medical facts regarding the condition;
4.
if appropriate, a statement that the employee is needed to care for a spouse, parent or
child (along with an estimate of time required); or, that the employee is unable to
perform his or her job duties; and,
5.
in the case of intermittent leave, the dates and duration of the treatments to be given.
In order to minimize disruptions to the work environment, employees are encouraged to provide
their department heads with as much advance notice as possible when there is a need for family
and medical leave. After a period of leave due to their own serious health condition, employees
must present medical certification to indicate their ability to return to work. Upon return to work,
employees must contact the Human Resources Department about reinstatement of benefits.
Leave of Absence Without Pay
A leave of absence without pay may be granted to regular employees for a period of up to six (6)
calendar months at the discretion of the employees' responsible Vice-President. Leave may be
granted for, but not limited to, medical disability of employees or their family members (See
Family and Medical Leave Policy), enrollment in educational course work relating to the
employees' position, professional development beneficial to the employee and the University, or
family emergency. The responsible Vice-President must consider the individual circumstances,
including the impact the leave of absence will have on the department, the specialization and/or
critical nature of the position, and the practicality of replacing the employee for the period of the
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
14
leave of absence. The leave will not be granted unless the employee intends to return to work at
the University at the expiration of the leave of absence.
Service time in the Public Employees' Retirement System of Mississippi or the Optional
Retirement Plan is not earned for any period of leave of absence without pay.
Also, personal and major medical leave days are not earned during the leave of absence; however,
earned personal and major medical leave credits on record at the beginning of the leave of
absence are not forfeited provided the employee returns to duty immediately following the leave
of absence. Insurance coverage may be retained during the leave provided that prior arrangements
are made through the Human Resources Department and that the total premiums for coverage are
paid by the employee.
Administrative Leave
Administrative leave is a leave of absence (paid or unpaid), other than personal leave or
major medical leave, initiated to manage special circumstances where it is in the
University's best interest to retain the employee relationship for a period of time to be
determined by the University. Such leaves may be initiated by the University or requested
by the employee. When an employee requests an administrative leave, the school or unit
must assure that such leave does not fall within existing leave policies and does not cause
a hardship to the operations of the school or department. Examples of special
circumstances may be, but are not limited to:
•
•
•
•
Necessity to remove an employee from the work place while an internal or
external investigation/review ensues;
Emergency conditions where no other admistrative option exists;
Jury duty and witness: The unit head shall grant administrative leave with pay to
employees who are called upon for service on a jury or as subpoenaed witnesses,
other than as a plantiff or defendant, in a judicial or administrative proceeding.
Such service must be verified by the Clerk of the Court.
Weather or Disaster: The President of the University may grant administrative
leave with pay in the event of extreme weather conditions or in the event of a
man-made, technological, or natural disaster or emergency. Such administrative
leave when approved by the President is not counted against the earned personal
leave credit of employees. In the event of weather conditions or disaster in which
the President does not grant administrative leave, employees may use earned
personal leave if approved.
Military Leave
In accordance with the laws of the State of Mississippi, all employees who are members of the
National Guard or any reserve component of the Armed Forces of the United States who are
ordered to duty for training or exercises are entitled to military leave.
The first 15 days of military leave in any calendar year is with pay. Employees may be granted
personal leave for the period in excess of 15 days by the department/unit head. If the employee
does not wish to utilize accrued personal leave or if personal leave is exhausted, the employee
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
15
must be granted leave without pay for the period of time in excess of 15 days. Approval for
military leave must be secured in advance from the President. A copy should be filed with the
Human Resources Department.
Employees requesting military leave must:
• Submit to the department head a letter requesting leave with attached copy of orders.
• Indicate on the request letter the dates of military leave (not to exceed 15 days per
calendar year), the dates of personal leave or leave without pay.
• If the leave of absence without pay exceeds one month, employees should contact the
Human Resources Department, regarding continuation of benefits during the approved
leave of absence.
Terminal Leave
Eligible terminating employees are paid in a lump sum for the unused portion of their earned
personal leave time, not to exceed 240 hours with the last salary or wage payment. Unused
personal and major medical leave in excess of 240 hours will be counted as creditable service for
those employees participating in the Public Employees' Retirement System. Unused personal and
major medical leave in excess of 240 hours will be forfeited by those employees participating in
the Optional Retirement Plan.
Transferring Credit for Leave Days
When employees transfer from one unit to another within the University, they retain their
cumulative earned personal and major medical leave credits at the time of the transfer provided
their employment is continuous. Also, new employees to the University from another state
agency or institution in Mississippi may transfer leave credits to the University upon proper
certification from the former employing State unit provided their employment is continuous.
Employment is considered continuous in both situations provided there is not a twenty-four (24)
hour lapse in service between the transfer from one unit to the other. When an employee transfers
to another agency or institution within the State, Delta State University will, at the request of the
employee, certify the unused personal and major medical leave as of the date of the transfer.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
16
EMPLOYMENT @ DSU
Equal Employment Opportunity
Delta State University is committed to a policy of equal employment opportunity for all persons
in all terms and conditions of employment without regard to race, age, color, religion, national
origin, sex, disability, or veteran status. The University will not tolerate any conduct by an
administrator, supervisor, faculty, or staff member which constitutes workplace discrimination or
any form of prohibited discrimination. The University is committed to ensuring equal
employment opportunity for women, members of racial minority groups, individuals with
disabilities, disabled veterans and Vietnam era veterans. The University complies with all
applicable laws and regulations related to nondiscrimination in employment and educational
opportunity.
Employment Eligibility (I-9)
It is the University's policy to employ only those individuals eligible for work in the United
States. Therefore, to ensure the identity and the employment eligibility of all persons employed,
hiring departments are responsible for documentation and verification requirements. These
requirements are met through proper completion of the Employment Eligibility Verification Form
I-9 designated by the Immigration and Naturalization Service (INS). On or before their first day
of work, all new employees shall be required to present to the hiring department original
documentation of their true identity and employment eligibility. Employees are not eligible to
begin employment until the employee has been E-verified through the Immigration and
Naturalization Service.
Minimum Age for Employment
Persons who have reached their eighteenth (18) birthday may be employed as regular or
temporary employees on a full or part-time basis in a position for which they meet the minimum
qualifications and other employment requirements of the University.
Days and Hours of Work
Delta State University’s normal workweek begins at 8:00 a.m. on the Monday of each week and
ends seven days later. The normal work schedule is 40 hours, Monday through Friday, except on
official or special university holidays. Department head schedules working hours according to the
needs of the department. Unusual or emergency conditions may necessitate modifications of the
normal work schedule for any exempt and non-exempt employee.
In the event that the university determines that it is necessary to change the regular and routine
starting and quitting times of any employee, exclusive of emergency work, one week’s notice
shall be given prior to the beginning of the period in which the new schedule is to be
implemented. In the event such prior notice is not given to a non-exempt employee, overtime
rates shall be paid for all hours worked outside the schedule until the notice period is complete.
In the event such prior notice is not given to an exempt employee, the employee shall remain in
their regular schedule until the notice period is complete. Modification to any schedule extending
over a one-month period must be approved in advance by the appropriate Vice-President.
Harassment
Delta State University is committed to providing and promoting an atmosphere in which faculty
and staff can realize their maximum potential in the workplace and students can engage fully in
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
17
the learning process. Toward this end, all members of the university community (including
faculty, staff and students) must understand that harassment will not be tolerated, and that they
are required to abide by university policy. Engaging in harassment is unacceptable conduct which
will not be tolerated. Any employee found to have engaged in harassment will be subject to
disciplinary action up to and including termination. Managers and supervisors who know or
should have known of harassment and fail to report such behavior, or fail to take immediate,
appropriate action, will be subject to disciplinary action up to and including termination.
The official DSU policy for harassment is located at http://www.deltastate.edu/pages/2473.asp? .
Reduction in Force (Non-Faculty)
Non-faculty reduction in work force may be required in the event of:
 reorganization of department, division, or unit;
 changes in departmental organization or services; or
 elimination or reduction in funding.
The President shall determine those areas of the University whose budgets must be reduced. This
determination shall be based upon a systematic allocation of budget reductions and shall be
rationally related to the essential needs and priorities of the University, both academic and nonacademic.
Each Administrative Officer will review all non-faculty positions within his or her area of
responsibility and provide a list of persons recommended for termination and the basis for the
personnel decisions, cost savings, and effect of such terminations on the unit. Temporary and
probationary employees will be terminated before non-probationary full-time employees.
Criteria to be used by the Administrative Officer in determining which employees will be
recommended for termination are as follows:
• importance of position to department/unit;
• work performance and productivity; ability to perform remaining work;
• protected employment status due to active military service by National Guard
and Armed Services Reservist;
• effect on affirmative action considerations.
If after considering all of the above-listed criteria, two or more employees are equivalent, the
person with the least continuous service with the department/unit/university will be terminated
first. The recommendations for employee terminations shall be forwarded to the President and
Equal Employment Opportunity Officer for review.
Written notification of termination shall be prepared in the office of the Director of Human
Resources. The notification shall include a copy of this policy, reason for termination, effective
date of termination, and availability of Human Resources Office in locating other suitable
University employment. Employees selected for termination will be given a minimum 30-day
notice, and the notice will be hand delivered by the administrative officer making the original
recommendation for termination.
Any employee receiving notice of termination pursuant to this plan has the right to appeal the
decision within five (5) working days of receipt of notification of termination. The appeal shall
be limited to a review that termination procedure was not properly followed and/or appropriate
criteria applied in arriving at the decision to terminate.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
18
The Appeal Committee shall forward its finding to the President, who shall make the final
decision and notify the appropriate parties.
Employment Status
It is the intent of this University to clarify the definitions of employment classifications so that
employees understand their employment status and benefit eligibility. These classifications do not
guarantee employment for any specified period of time. Accordingly, the right to terminate the
employment relationship at will at any time is retained by both the employee and Delta State
University. The employment status of DSU employees is normally defined in one of the
following categories:
• Regular Full-Time: Employees who are regularly scheduled to work one-half
time or more (50% time or greater) and whose positions are expected to be active
for more than four and one-half months.
• Regular Part-Time: Employees who are regularly scheduled for less than one-half
time (49% time or less) and whose positions are expected to be active for more
than four and one-half months.
• Temporary: Employees who are regularly scheduled to work full-time or parttime and whose positions are expected to be active for a period up to, but less
than, four and one-half months
Employment of Relatives
The employment of a family member of a present employee or the appointment of a present
employee to a new/different position is prohibited when such employment/ appointment would
create a situation where one family member would be in a supervisory position over the other
family member and/or influencing progress, performance, or welfare. An exception may be made
to this policy, if the exception is approved in writing, through the chain of command to the
appropriate Vice President, provided the subordinate employee's supervision is formally
transferred to a supervisory authority one or more levels above the supervisory family member
employee, and, if all matters dealing with the subordinate employee's progress, performance,
welfare, assignment, salary, tenure, and promotion are in fact unaffected by the other family
member's employment or position.
Employment of Retirees
Individuals who have retired from the Delta State University (or other State of Mississippi
service) may be re-employed for a period of time in each fiscal year not to exceed the following:
1. For a period of time not to exceed one-half (1/2) of the normal working days for the
position in any fiscal year during which the retiree will receive no more than one-half
(1/2) of the salary in effect for the position at the time of employment, or
2. For a period of time in any fiscal year sufficient in length to permit a retiree to earn not in
excess of twenty-five (25%) of the retiree’s average compensation.
State retirement benefits are subject to suspension for retirees re-employed under conditions other
than those specified above. The provisions allowing emergency limited re-employment of retirees
are designed to assist in meeting critical short-term staffing needs only. All retirees re-employed
under these provisions are reported to the Public Employees' Retirement System as required.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
19
PAY ADMINISTRATION
Delta State University administers compensation policies and programs that support competitive
and equitable pay based on like duties and responsibilities, comparability of backgrounds,
performance contributions, and available resources.
DSU’s pay administration policies, plans, and programs are administered without regard to race,
gender, ethnicity, religion, national origin, veteran status, sexual orientation or preference,
disability, or age.
Job Descriptions
Job descriptions exist for most staff positions and summarize typical duties and responsibilities.
Fair Labor Standards Act (FLSA) – Exempt and Non-Exempt Designations
The FLSA establishes provisions and standards to determine overtime pay, hours worked,
record-keeping plans, and child-labor provisions. Staff at Delta State are either classified as
performing “exempt” or “non-exempt” work based upon regulations of the FLSA. The
determination of “exempt” or “non-exempt” work is made by the Human Resources Department
in accordance with FLSA criteria.
FLSA regulations provide an exemption from overtime pay for staff employed as bona fide
executive, administrative, professional, and/or outside sales staff.
Non-Exempt Status
DSU is required by federal law to pay a regular hourly wage to staff performing
non-exempt work. DSU is also required to pay staff performing non-exempt work
for all hours worked beyond 40 hours in a workweek at the rate of one-and-a-half
times their regular hourly wage.
Exempt Status
Staff performing exempt work are not covered by the overtime pay provisions
of the FLSA and are not eligible to receive overtime pay for hours worked beyond
40 in a workweek. Staff performing exempt work are paid on a salary basis and receive a
predetermined amount of pay each pay period. Staff in exempt positions receive the full
salary for any workweek in which they perform any work – regardless of the number of
days or hours worked in the case of approved absences.
Salary and Wage Scale
In accordance with specific factors, positions have been classified into salary grades and salary
ranges for each grade. Delta State has a pay schedule for all grades, and these grades are
periodically revised in order to remain competitive with the pay practices of local employers and
comparable benchmark universities. Actual adjustment amounts will be based on availability of
funds. DSU will pay employees within the range of salaries of their job's salary grade.
Each salary grade of the classification system is structured to provide a minimum rate and a
maximum rate of pay. New employees generally are to be hired at the minimum of their job
grade. Recommendations for beginning salaries above the minimum of the job grade must be
reviewed and approved by the Director of Human Resources before such offers are made to the
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
20
applicants. The maximum rate in a grade is the highest rate that shall be paid to an employee in
that grade.
Salary and Wage Increases
Delta State University is committed to linking the opportunity for annual pay increases to staff
performance during the year.
The opportunity for an annual merit increase is based on an individual’s annual performance
evaluation and annually approved guidelines. Annual increases in salaries and wages when
available and approved by the Board of Trustees are effective July 1. Increases may be granted to
all non-student employees who have completed the initial six months appraisal period and who
are not on an extended appraisal, provided the performance evaluation indicates meritorious job
performance. If wage and salary scale adjustments are made effective July 1, employees in their
probationary period will receive those scale adjustments after their probationary period.
Promotions, Demotions and Transfers
A promotion occurs when an employee is moved to a job in a higher salary grade. Employees
going from one grade level to the next should receive an adjustment of a minimum of five percent
(5%) per grade increase in pay or receive the entry-level wage for the new position, whichever is
greater, but not greater than the maximum rate of pay for the new grade.
A demotion occurs when an individual is moved to a job evaluated at a lower salary
grade. Demotions may be due to poor performance, necessity of organization change, or
developmental assignment. If an employee is put into a lower skill job due to poor performance in
the higher level job, he or she will be paid at either the current pay level or, prior wage rate
reduced five percent (5%) per grade, or at the maximum of the lower grade, whichever is less. If
an employee is put into a lower level job due to a reduction in force or a developmental
assignment, the employee should be kept at his or her current salary.
A transfer occurs when an individual is moved to a job in the same salary grade as the one
vacated. In the case of a transfer, no salary adjustments shall be made.
Job Evaluation
All classified jobs are evaluated according to a formal, standardized plan. The Job Evaluation
Committee with the assistance of the Director of Human Resources will periodically review all
evaluations to ensure they accurately reflect each job's current duties and responsibilities.
Job Reclassification
A job reclassification occurs when a job is moved to a different grade because the applicable job
factors have changed. Supervisory requests concerning job reclassification will be considered
once a year; new positions will be evaluated on a need basis. If upon evaluation of the job, it is
determined that the job is still within the same salary grade, no salary adjustment will be
made. Reclassification of a job to a higher salary grade may be considered as a promotion for an
employee and increase may be granted according to the guidelines discussed above. In the
instance where an employee's job is reclassified at a lower salary range, the salary will not be
reduced; however, future increases and opportunity will be limited by the range resulting from the
reclassification. Employees have the right to request a review of the evaluation of their job.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
21
Overtime for Non-Exempt Employees
Non-exempt (those eligible for overtime) and Exempt (those not eligible for overtime) status is
designated on all job descriptions.
Compensatory time may be accrued for employees in non-exempt positions up to a maximum of
240 hours.
An employee shall be permitted to use the accrued time within a reasonable period after
requested, if agreeable with supervisor, and if to do so would not unduly disrupt the operations of
the University. Accrued time must be used as earned within the same pay period if at all
possible. However, if this is not possible, accrued time must be used within six months of earning
and cannot carry over into a new fiscal year. Daily time records must be kept on all employees in
the non-exempt categories.
Checks
Biweekly Pay Periods:
The biweekly pay period begins at 12:01 a.m. on Monday and runs 14 consecutive workdays,
ending at 12:00 midnight the second following Sunday. Staff in hourly-paid positions are paid
biweekly every other Friday, based upon that year’s payroll schedule. When a payday falls on a
holiday, paychecks will be issued on the preceding workday.
Students (work-study and regular student employment) shall be paid on the 15th of each month. If
the last working day/15th falls on a Saturday or Sunday, paychecks shall be distributed on the
Friday preceding the weekend.
Monthly Pay Periods:
The monthly pay period begins on the first calendar day of the month and ends on the last
calendar day of that month. Faculty and staff in monthly-salaried positions are paid on the last
working day at the end of each month of employment. Faculty teaching summer school shall be
paid on the last day of class each summer term.
Direct Deposit:
Direct deposit provides the convenience of having paychecks electronically deposited into
checking or savings accounts. All employees are required to participate in direct deposit. Direct
deposit is the most reliable method of receiving pay.
Garnishment and Bankruptcy:
Delta State is obligated by federal and state law to deduct or garnish wages from staff paychecks
when child support, unpaid student loans, bankruptcy collection, or unpaid taxes are owed and/or
overdue. Deductions from staff wages occur when the University receives a summons and/or levy
in garnishment from federal or state institutions. Garnishments remain active until Payroll
receives a release or an amendment of these federal and state decrees. DSU does not refund any
incorrectly deducted funds due to requisite garnishments. Instead, staff must request refunds from
the agency directly authorizing the deduction.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
22
Additional Compensation
An employee performing duties outside his/her regular job description and usually after normal
working hours shall receive additional compensation, which shall be included and taxed on
his/her paycheck. Examples of such duties include supervision of correspondence courses,
instruction of workshops or summer camps, consultant work on grants, or working at athletic
events.
Also considered additional compensation by the Internal Revenue Service are awards or prizes
received by employees. Additional compensation is taxed at supplemental rates established by
the Internal Revenue Service.
Delta State University has certain restrictions regarding additional compensation payments above
and beyond normal base compensation to faculty and staff who are exempt employees under the
Fair Labor Standards Act and who provide certain instructional, grant, and service activities to the
University above and beyond their normal employment duties. A faculty, staff, or adjunct
employee cannot in any circumstance be the sole determinant of his or her compensation for extra
duties, as long as these extra services do not conflict with the employee’s primary committed
position. Additional compensation is reported annually to the Board of Trustees, Institutions of
Higher Learning.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
23
WORKPLACE EXPECTATIONS AND GUIDELINES
Successful job performance depends upon an array of factors including - first and foremost - a
clear and full understanding of and commitment to job performance expectations. Following
specific policies and procedures will enable staff to achieve expected performance.
Delta State University is an “at will” employer and as such reserves the right to terminate
employment from any position at any time and for any reason. It is the policy of Delta State
University to assist employees in improving job performance or correcting improper conduct to
avoid termination when possible.
Supervisors and staff are encouraged to take advantage of the many resources available to support
successful work performance. DSU also expects staff and supervisors to understand and adhere to
the following performance procedures, plans, and standards:
• Provide a full review and discussion of the DSU Faculty and Staff Handbook. Staff
should sign the Acknowledgement of Receipt and return the receipt to their supervisor to
be kept in their department personnel file.
• Provide a formal review and discussion of specific department and/or unit performance
expectations.
• Conduct regular discussions between supervisors and staff in regard to performance
progress and future expectations.
• Conduct discussions at least once a year of overall staff performance, future expectations
and goals.
Delta State holds a strong commitment to high ethical standards and full compliance with laws,
regulations, and policies. Staff are expected to perform job duties and responsibilities in a manner
that reflects the highest ethical and professional standards.
The University expects of its employees behavior consistent with the expectations of an
institution of higher education. This section is to identify typical offenses or behavior patterns for
which disciplinary actions are taken. This is necessary in order to provide consistent treatment of
all employees and so that the rights of some employees will not be violated by other employees.
Although this list is not an all-inclusive, the following are examples of deficiencies or offenses
for which progressive disciplinary actions may be appropriate and which may result in
discharge.
Examples of offenses that generally require discipline and may result in discharge:
1. Absenteeism
2. Failure to record work time accurately
3. Failure to report an accident or injury to a student, employee, visitor or self.
4. Failure to report to work on time.
5. Leaving University premises or work area without permission during work hours;
unexcused absences.
6. Malicious mischief
7. Misuse of sick leave privileges and benefits
8. Neglect of duty or inattention to duty; negligence in wearing safety equipment.
9. Negligence in the performance of duty or productivity not up to standards
10. Sleeping during work hours
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
24
11. Violation of common safety practices
12. Failure to cooperate in an investigation
13. Gambling on University premises
14. Inappropriate behavior in the workplace, including, but not limited to, horseplay and
threatening, intimidating, coercing, or interfering with fellow employees on University
property.
15. Inappropriate behavior toward, or discourteous treatment of students, visitors, co-workers
including use of profanity and other harassing statements.
16. Negligence or abuse in the use of University property or equipment.
17. Reporting to work when suffering from alcoholic or drug-related hangover
18. Misconduct in the workplace
19. Inappropriate behavior in the workplace
20. Sexual harassment
21. Violation of University policies or procedures
The following occurrences are cause for immediate discharge without notice or without pay in
lieu of notice. Since a complete list of specific offenses is impossible, discharge is not limited to
the situations described below.
1. Absence without notification or reasonable cause for failure to notify. Such absences
for three consecutive workdays or shifts require no further follow-up prior to
termination.
2. Any act of fighting on University property
3. Conviction of a felony
4. Falsifying personnel or pay records, including application for employment, clocking
the time record or signing the time sheet for another employee.
5. Falsifying official records and documents of the University.
6. Fraudulent worker's compensation claims.
7. Immoral or indecent conduct on University property.
8. Stealing from fellow employees, students, the University or others on University
property.
9. Theft, misappropriation of funds, and/or unauthorized use or removal of University
property.
10. Unauthorized possession of firearms, knives, or other weapons.
11. Unauthorized release of confidential or official information.
12. Reporting to work under the influence of intoxicants, including alcohol, nonprescribed drugs, or illicit drugs.
13. Unlawful possession, use, manufacture, distribution or dispensing of illicit drugs,
controlled substances, or alcoholic beverages during the employee's work period,
whether on the premises of DSU or at any other site where the employee is carrying
out DSU duties.
14. Violating the Ethics in Government Law (i.e., conflict of interest).
15. Behavior of any nature that discredits the University, including but not limited to, a
willful misrepresentation to or on behalf of the University.
16. Behavior that interferes with the operation of the University or any part thereof.
17. Any other action, behavior, or communication that, as perceived by University
officials, adversely affects the University or any sub-unit thereof.
University employees are expected to serve the University as they would any other efficient and
progressive organization. The image of the University is presented by the words and deeds of the
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
25
individual employees who deal with students, colleagues, or guests. Employees are expected to
deal with the public and co-workers in a courteous, tactful, and cooperative manner.
Employees are expected to abide by departmental, University and Board of Trustees policies and
procedures. It is the responsibility of the supervisor/department head to establish and
communicate policies to employees, to administer policies fairly, and to investigate employee
violations of policy when necessary before disciplinary action is taken. Disciplinary action will
bear a reasonable relationship to the violation and will usually, but not always, be progressive.
The University reserves the right, at its sole discretion, to utilize forms of discipline less severe
than termination in differing circumstances in order to correct employees' performance problems
or unacceptable behavior. Although one or more of the following procedures may be taken, no
formal order or system is necessary, and the University may terminate employment at any time.
If any employee is performing unsatisfactorily or exhibiting improper conduct, the supervisor will
work with the employee in an attempt to improve conduct or performance. If disciplinary
measures are imposed, it is essential that:
 Each problem be investigated so that the facts of the situation are known;
 Any action taken be primarily corrective and appropriate to the offense and applied
without discrimination;
 Employees be given forewarning of the possible consequences of their actions, except in
cases of misconduct so serious that employee could be expected to know that such
conduct may result in discharge; and
 A record of the incident in which disciplinary action may result must be made.
If corrective action is necessary, the progressive disciplinary steps outlined below will normally
be followed. The nature or severity of the offense will determine the first step.
Step I - Documented Oral Warning
Once an employee performance/conduct problem has been identified, and where informal actions
such as counseling, training, and assistance have not brought about acceptable
performance/conduct, then a formal discussion should take place. The employee will be informed
of his/her deficiencies and acceptable performance/conduct will be discussed. The discussion will
be documented and the employee will be given a copy. A documented oral warning should
normally be given in private by the supervisor to an employee as a first step in correcting minor
deficiencies. (Some first offenses of a more serious nature may require stronger action.)
Step II - Formal Warning
Formal warnings are to be used for recurring or more serious deficiencies or where there is future
possibility of more severe action including termination or after an oral warning notice has been
unsuccessful. Formal warnings are to be written to the employee and must indicate the date and
specific nature of the deficiency and that more severe action may result if the employee does not
correct the deficiency. The employee must be provided a copy of the warning and a copy sent to
the Director of Human Resources.
Step III – Suspension
If the employee's misconduct or poor work performance continues, the next progressive
disciplinary step is a suspension without pay. The suspension will be for three (3) working days
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
26
and is the final disciplinary step prior to discharge. This action is taken where previous
progressive disciplinary steps have not corrected the deficiency or where the offense is of such
serious nature that it may warrant discharge, pending review of the facts. Very serious offenses
may be cause for immediate suspension without the steps outlined above. Notices of suspension
are placed in the employee's personnel file. The supervisor and/or department head must have
written approval from his/her reporting Vice-President before initiating a suspension. The
employee must be provided a copy of the suspension warning and a copy sent to the Director of
Human Resources.
Step IV - Dismissal
Termination of the employee is a last resort after all other progressive disciplinary measures have
failed or if the misconduct is of such a serious nature that immediate discharge is warranted.
Recommendation for dismissal should be reasonably related to the seriousness of the employee's
performance / conduct in view of length of service and prior record. Human Resources will
review the case to verify that there is just cause for termination of employment and that the
employee has been afforded due process. After consultation with the Director of Human
Resources, recommendations for dismissal of employees are initiated by the supervisor and /or
department head and approved by the reporting Vice-President and Human Resources before any
action can be taken. Employees are to be advised in writing by their supervisor and /or
department head, stating the reasons for recommending dismissal, effective date of action, notice
of the employee’s right to appeal, and the procedure for filing an appeal. A copy of the
recommendation is to be sent to the Director of Human Resources.
The University recognizes that dismissal for any reason is a serious matter. All decisions
regarding dismissal are made by the reporting Vice President and Human Resources, after
consultation with the immediate supervisor and discussion with the affected employee. In cases of
termination of any employee because of lack of funds or reorganization, the employee is to be
notified at least four weeks in advance if circumstances and advance knowledge permit.
Before a non-probationary regular full-time classified employee may be terminated for cause, the
immediate supervisor must notify the employee with a written notice of intent to terminate, in
which the reasons for the intent are cited. The immediate supervisor must present the intent to
terminate in person, if at all possible; if not, by certified or registered mail at the employee's last
known residence. The immediate supervisor shall simultaneously inform the employee of the
right to a hearing as outlined below. Moreover, the supervisor has the option in any such instance
to suspend with pay any employee who requests a hearing.
Hearing
A classified employee entitled to a hearing by virtue of a notice of intent to terminate shall have
two working days from the date of receipt of the notice of intent to request a hearing before a
Personnel Advisory Committee which consists of five employees selected by the President and
mutually agreed upon by the Director of Human Resources and the affected staff member. One of
the panel members will be appointed as Chair by the President.
A different committee shall be appointed for each hearing. If the employee does not request a
hearing, the employee’s salary ceases at the end of the second working day following the receipt
of the notice of intent to terminate. If the employee requests a hearing, the hearing shall occur
within five working days of the receipt of the request for a hearing.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
27
The committee will not be bound by strict rules of evidence, but may admit any evidence that is
of probative value in determining the issues involved. The staff member will be permitted an
advisor of his own choice, at his own expense, and will be afforded an opportunity to present
witnesses and documentary evidence bearing on the issue involved.
Hearings will be private. Public statements are to be avoided by all parties concerned, so that the
atmosphere conducive to a fair and impartial hearing may be maintained. Based upon the
evidence presented, the committee will then make such recommendation to the President as it
deems appropriate. If the President affirms the dismissal, then termination becomes final as of the
fifth working day of the receipt of the request for a hearing.
Attendance and Absence
Employee attendance is of vital concern to the University. An employee is expected to report to
work on time daily and to remain on the job throughout his/her regular work hours. Excessive
tardiness or unscheduled absences can result in disciplinary action. If an employee has to be
absent from work or has an urgent reason for leaving, he/she should seek prior approval from
his/her supervisor or administrative head.
As close to the regular starting time as possible, an employee must call his/her supervisor or
department head if he/she is going to be absent without prior approval. An employee is expected
to explain the reason for his/her absence and indicate the date he/she expects to return to work.
Employees with poor attendance records may be asked to provide a doctor's certificate to justify
an absence due to illness or injury. Any employee who does not report to work for three (3)
consecutive days and does not provide proper notification to Delta State University is considered
to have resigned voluntarily. An employee is expected to report to work on time daily and to
remain on the job throughout your regular work hours. If you have to be absent from work or
have an urgent reason for leaving, you must have prior permission from your supervisor or
administrative head.
Performance Evaluations/Appraisals – Non-Faculty
Appraisals / Evaluations can be a positive means of assisting staff members to develop
professionally and improve job performance. An evaluation system is one method DSU
administrators use to make objectives known so the employee can achieve the goals and
performance standards of the department and the University.
The DSU evaluation system consists of a planning phase and an appraisal phase which are
designed to ensure understanding of responsibilities and standards expected of the employee,
assist the employee and supervisor in identifying new goals and objectives, encourage continuous
communication between the employee and supervisor, and serve as a basis for professional
development opportunities.
The results of the evaluation process will be used to assist management in the decision-making
process of the following:
• determining staff merit pay increases.
• identifying staff for promotion.
• justifying disciplinary actions.
• identifying and informing staff of deficiencies, training needs and improvement needed.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
28
Timing for the Performance Evaluations
The performance evaluation process will be conducted
• two weeks prior to the completion of the 6 month probationary period for new
employees.
• Annually in March and/or April.
• As deemed appropriate by the supervisor for below-standard job performance or
superior performance.
Performance evaluations are scheduled to insure that every regular employee (appointed one-half
time or more for at least four and one-half months) is evaluated annually prior to reappointment
for the succeeding year.
The supervisor will be responsible for conducting the performance evaluation in a constructive
manner that will assist employees in attaining the department’s goals and objectives. The
supervisor is also responsible for ensuring that continuous communication occurs between the
supervisor and the employee so the employee is aware of the supervisor’s expectations.
Non-Faculty Grievances
Delta State University will do everything consistent with enforcement of this policy and with the
law to protect the privacy of the individuals involved and to ensure that the complainant and the
accused are treated fairly. Information about individual complaints and their disposition is
considered confidential and will be shared only on a “need to know” basis. All reasonable steps
will be taken to assure that the complainant and the alleged offender are protected by the highest
degree of confidentiality possible. Both parties are advised, however, that once an inquiry or an
investigation has begun, anonymity may be impossible.
Persons who believe they have been grieved should report the incident(s) immediately to
appropriate administrative personnel as set forth below. Delay in reporting makes it more difficult
to establish the facts of a case and may contribute to the repetition of offensive behavior.
Informal Grievance
Informal means are encouraged as the beginning point, but the choice of where to begin normally
rests with the employee. Problems or questions concerning an individual’s employment should be
taken up freely with the supervisor. If a problem becomes so great that it can not be worked out by
the supervisor, the grievance can be resolved through discussion and mediation facilitated by the
Director of Human Resources and/or the Dean or University Vice President under whose division
the complaint falls.
An informal grievance does not involve, at any stage, a "finding" of guilt, nor does it mandate
disciplinary action. The focus of the investigation in the informal process is to stop inappropriate
behavior, investigate, and facilitate resolutions, if possible.
If a grievance is pursued through this informal procedure, the employee must initiate the request.
The request should be brought as soon as possible after the most recent incident.
The role of the Director of Human Resources and the Dean or Vice President under whose
division the complaint falls will be to investigate the complaint, act as a neutral third party
(mediator) and facilitate resolution. If the informal procedure does not resolve the grievance, the
employee may initiate a formal grievance procedure. However, if the mediator(s) believe that the
matter is sufficiently grave because it seems to be part of a persistent pattern, because of the nature
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
29
of the alleged offense, or because the employee seeks to have punishment imposed, then the
mediator(s) can initiate either a formal procedure or take other appropriate action.
If a grievance is resolved informally, no record of the complaint will be entered into employment
files. However, the mediator(s) will, in the form of a confidential file memorandum, record the fact
of the grievance and the resolution achieved. A copy of the memorandum will be forwarded to the
Human Resources Department where it will be retained in confidential files for a period of three
years.
Process:
A. The mediator(s) will hold a discussion with the employee to determine the nature of the
grievance and provide the employee with an explanation of all provisions of the policy.
B. The mediator(s) will the meet with the respondent, assist him or her in interpreting the
grievance, and request information regarding their position. The mediator(s) will
facilitate communication between the parties of their respective positions. If desirable and
agreeable to both parties, the mediator(s) may bring together the employee and
respondent and/or others who may be able to contribute to the resolution of the
grievance.
C. If a resolution satisfactory to both employee and respondent is reached, DSU may
consider the grievance concluded. DSU may, however, deem further investigation
necessary in order to address any disciplinary issues.
If a grievance is resolved informally, no record of the complaint will be entered into employment
files. However, the mediator(s) will, in the form of a confidential file memorandum, record the fact
of the grievance and the resolution achieved. A copy of the memorandum will be forwarded to the
Human Resources Department where it will be retained in confidential files for a period of three
years.
Formal Complaint
Any individual who believes that he or she has been grieved may bring a formal grievance.
Grievance procedures do not apply to suspensions, dismissal, or other termination of
employment. The following steps identify appropriate reporting channels that employees should
follow regarding grievances.
Process:
Step 1.
• The employee discusses the problem directly with the supervisor.
(Time Limit: Decision within five (5) working days after occurrence.)
• Supervisor discusses grievance fully with employee and renders decision and reasons for
decision.*
(Time Limit: Decision within five (5) working days of meeting.)
Step 2.
• If the supervisor’s reply is not acceptable to the employee, they may request a meeting
with the department Director and/or appropriate Vice President.
(Time Limit: Within ten (10) working days after occurrence. )
• Supervisor establishes meeting with department Director and/or appropriate Vice
President. Director and/or Vice President hears grievance, renders decision and reasons
for decision.*
(Time Limit: Decision within five (5) working days of second meeting. )
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
30
Step 3.
• If the Director and/or Vice President’s decision is not acceptable to the employee, they
may present problem to the Director of Human Resources in writing on a grievance
report form. The Director of Human Resources will place it before a Personnel Advisory
Committee for review. Personnel Advisory Committee shall consist of employees
selected by the President from throughout the University. A different committee shall be
appointed for each grievance.
(Time Limit: Within ten (10) working days of second meeting.)
• The Director of Human Resources establishes the meeting of the Personnel Advisory
Committee. The Advisory Committee will review the grievance thoroughly and make
recommendations to the President for a fair settlement of the grievance.*
(Time Limit: The meeting will scheduled as soon as feasible. Decision within
five (5) working days after final meeting of Personnel Advisory Committee.)
The President will make the final decision upon review and information from the Personnel
Advisory Committee. The President's decision with reasons shall be confirmed to the employee in
writing by the Director of Human Resources within 10 – 15 working days.
* Employee may be accompanied by a co-worker from the same division.
RESIGNATIONS
Employees who intend to resign are expected to discuss the matter with the supervisor as far in
advance as possible of the date they intend leaving. All contractual employees are expected to
give thirty days notice in writing to resign in good standing. All hourly wage employees should
give at least two weeks notice in writing to resign in good standing. A copy of the notice should
be mailed to the Director of Human Resources. This does not apply to those employees in the
introductory evaluation period. The supervisor must initiate papers for terminating employment
of those leaving the department. Forms are available in the Human Resources Office.
TERMINATIONS
The University recognizes that dismissal for any reason is a serious matter. Human Resources
will review the case to verify that there is just cause for termination of employment and that the
employee has been afforded due process. All decisions regarding dismissal are made at the Vice
Presidential level, after consultation with the immediate supervisor Human Resources. In cases of
termination of any employee because of lack of funds or reorganization, the employee is to be
notified in writing at least thirty days in advance if circumstances and advance knowledge permit.
EXIT INTERVIEW
All personnel leaving the employment of Delta State University are encouraged to have an exit
interview with Human Resources on their last working day. The interview will protect the
employee's benefits; provide an accurate forwarding address for references, retirement refund,
and tax purposes. University property maintained by separating employees, such as keys,
uniforms, handbooks, and identification cards, must be returned to the appropriate office.
Verification must be obtained that all items have been returned and all accounts have been
cleared from the various offices listed on the Termination Clearance Form. Forms are available
in the Human Resources Office.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
31
GENERAL INFORMATION
Weapons on Campus
The Board of Trustees of Institutions of Higher Learning prohibits the possession of pistols,
firearms or other weapons in any form by any person other than duly authorized law enforcement
officials on its institutions' premises or at any of its institutions or student functions off campus,
regardless of whether such person possesses a valid permit to carry such pistols, firearms, or
weapons.
Drug – Free Environment
Delta State University is committed to maintaining a drug-free environment in conformity with
state and federal laws as set forth in the Uniform Controlled Substance Law of the State of
Mississippi and the Drug-Free Workplace Act of 1988. As a result of these laws and of the policy
of this institution that the campus of Delta State University be a drug-free environment,
employees are specifically prohibited from the possession, use, manufacture, distribution, sale or
in any other way involved with a controlled substance both on and off campus, except as
permitted in the relevant legislation. The term "employee" shall specifically include full-time and
part-time. Each employee must abide by the requirements of this policy as a condition of
employment at this university.
Delta State University will make available to all present and new employees a copy of this policy.
Employees are encouraged to seek assistance voluntarily on a confidential basis by contacting the
person's immediate supervisor or the University Counseling Center. Assistance with substance
abuse problems is available through several centers for alcohol and drug education in the Delta
area.
Supervisors must confidentially refer for counseling any person under their supervision who
appears to be having difficulty with substance abuse.
Delta State University has established a Drug-Free Awareness Program that is administered
jointly through the University Counseling Center and Human Resources Office. This program
includes supervisory training programs, confidential referrals to rehabilitation programs approved
for such purposes by a federal, state, or local health agency.
Any staff member who has been convicted of a criminal drug statute violation occurring in the
workplace must notify the supervisor no later than five (5) days after the conviction.
Sanctions
Depending upon the facts related to any drug conviction or use, the employee may be:
suspended pending further investigation; required to participate in a drug abuse assistance
program; issued a written warning; or terminated. For terminations, the applicable termination
procedure will apply, based upon the status of the employee. Any action will be initiated within
thirty (30) days after the facts become known by the University.
If faculty or staff members fail to notify their immediate supervisor of any criminal drug statute
conviction for a violation occurring in the workplace within five (5) days after such conviction,
they will be suspended pending investigation with termination possible. For purposes of this
policy "conviction" means a finding of guilt (including a plea of nolo contendere) or imposition
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
32
of sentence, or both, by any judicial body charged with the responsibility to determine violations
of the federal or state criminal drug statutes.
Upon notification of such conviction, the University is required by law to notify the applicable
funding agency (or agencies) within ten (10) days if the employee is working in a position funded
by federal monies.
If an employee is suspected of violating any criminal drug statute in the workplace, the DSU
Police Department will be called to begin investigation of the case.
Tobacco – Free Environment
In consideration of the general health, safety and comfort of all Delta State University students,
faculty, staff and visitors, the use or sale of tobacco products are prohibited in all owned,
operated, leased, occupied, and controlled entitles of Delta State University including; buildings,
grounds, parking areas, walkways, athletic fields, tennis courts, golf course, and any other
recreational or public areas. This policy also applies to all offices, classrooms, residential
housing, hallways, dining facilities, and restrooms at Delta State University.
When any person enters the grounds of the University, the use of any smoking material or
tobacco product shall cease. The offending tobacco product shall be disposed of in an appropriate
receptacle. Improper disposal of cigarette or cigar butts, or collateral litter of tobacco-product use,
shall also be considered a violation of this policy.
RESPONSIBILITIES
All of the members of the Delta State University community share responsibility for complying
with this policy. Specific enforcement of this policy is primarily the authority of the Delta State
University Police who are authorized to cite violators of this policy. Auxiliary enforcement of this
policy is delegated to all University Chairs, Building Managers, Directors, Deans, and
Supervisors. Auxiliary enforcement is an affirmative obligation to ensure that this policy is
followed in all University academic and administrative units. Auxiliary enforcement includes
making individuals aware of this University Policy as well as reporting violators to campus
police.
•
•
Violations of this policy should be addressed in a tactful, non-confrontational and
compassionate manner.
Violations should be reported to any University Chair, Director, Dean, Building
Manager, Supervisor, or to the Campus Police.
PENALTIES
Students
Violators will be penalized according to the Student Code of Conduct. Students should take great
care in addressing their peers who do not comply with this policy. Violators should be reminded
of this policy in a tactful and compassionate manner.
•
•
Multiple infractions may result in stiffer corrective actions under the Student Code of
Conduct, including fines and/or community service.
Further violations should be reported to campus police.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
33
Faculty & Staff
Violators of this policy should be advised in a tactful, non-confrontational and compassionate
manner.
•
•
Continued infractions by faculty and staff may result in corrective action under the
Human Resources Policies and Procedures or other University regulations.
Further violations should be reported to campus police.
Visitors
Visitors who violate this policy should be advised in a tactful, non-confrontational and
compassionate manner.
•
•
Visitors refusing to comply with this policy may be asked to leave campus.
Further violations should be reported to campus police.
Alcohol and Drug Abuse
The unlawful possession, use or distribution of illicit drugs and alcohol by its students and
employees on university premises is strictly prohibited and in violation of University policy. It
shall be the personal responsibility of each student, faculty and staff employee to adhere to this
policy as stated. Failure to do so will result in sanctions as stipulated under this policy.
Legal Sanctions
As specified in Section, 37-105-9, 41-29-139, 41-29-142, and 97-29-47 of the Mississippi Code
Annotated legal sanctions are applied to the following actions: possession of alcohol on
University property; public drunk on University property; utilization of false ID to obtain alcohol;
driving under the influence of alcohol; possession of illicit drugs; sale of illicit drugs; sale of
illicit drugs near schools; possession of paraphernalia; and sale of paraphernalia. Sanctions range
from fines of $25 to $1 million and jail sentences of 30 days in the county jail to 30 years in the
state penitentiary.
Sanctions
Sanctions may be imposed upon employees and/or students who violate the University's alcohol
and drug abuse policy as follows:
Employees
Suspension pending further investigation (with pay); satisfactory participation in a drug or
alcohol abuse assistance or rehabilitation program; issuance of a formal warning; or
termination. For termination, the applicable termination procedure from the Faculty and Staff
Handbook will apply, based upon the status of the employee.
Students
Probation for a minimum of six months up to the remainder of their tenure, and/or a fine of up to
$100 and/or work of 10 hours up to 50 hours, and/or specified number of hours of counseling in
the Counseling Center; and/or suspension for a specified period of time or with sentence
suspended, expulsion from the University or one of its residential units, or any combination of the
above listed sanctions or other forms of creative sanctions which might be imposed. Further
disciplinary procedures can be found in the Delta State University Student Handbook, a copy of
which can be obtained in the Office of the Vice President for Student Affairs.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
34
Health Risks
Delta State University recognizes that illicit drug use and alcohol abuse are both wrong and
harmful. Medical research reveals that such behavior is a causative factor in heart, liver, and
gastrointestinal diseases as well as in various cancers and brain damage. The abuse of alcohol and
other drugs is not only destructive to the physical health, but it also erodes the self-discipline and
motivation necessary for learning. Pervasive drug use and alcohol abuse create an environment
that is destructive to learning and working. Closely tied to being truant and dropping out of
school, they are associated with crime and misconduct that disrupt the maintenance of an orderly
and safe university atmosphere conducive to learning and working.
Counseling Programs
The University makes available to all its students and employees the services of the Counseling
Center (O.W. Reily Health Center, 846-4690). In addition to offering direct services to students
and employees experiencing problems with alcohol or substance abuse, the Counseling Center
provides referral services to several centers for alcohol and drug treatment and rehabilitation in
the area.
In addition, substance abuse programs are offered in the residence hall by the Counseling Center,
the Student Task Force Against Alcohol and Drug Abuse, the Delta Community Mental Health
Center, DSU Police Department, and the City Police Department.
Arrest and/or Conviction of Staff
If a staff employee is convicted of a misdemeanor or felony while employed at Delta State, he or
she must inform a supervisor of the arrest or conviction no later than seven calendar days after the
incident. Failure to inform a supervisor within this period may result in disciplinary action.
If an employee is convicted of a criminal offense while employed by DSU, he or she may be
terminated. Termination will depend upon the nature of the offense and on the employee’s
workplace duties. All actions taken under this policy must be made in consultation with the
department employing the convicted staff member, the reporting Vice President, and with the
Director of Human Resources.
Appropriate use of Computing and Network Resources
All users have the responsibility to use the University computing systems in an effective,
efficient, ethical, and lawful manner. Use of Delta State University's communication resources
and computer network is not a matter of right, nor is it provided as a public forum, but rather all
use of Delta State University's computer resources and network must be consistent with the
mission of the University in support of public education, research, and public service.
GUIDELINES
Security:
•
•
•
Computer accounts, passwords, and other types of authorization are assigned to
individual users and should not be shared with others.
The individual is responsible for all activities associated with their unique username/
password.
The user must comply with the University’s password policies, quota policies, usage
policies, and all University policies.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
35
Academic Freedom:
Free expression of ideas is central to the academic process. However, the University may remove
any electronic information from its systems if it is determined that:
•
•
•
•
•
The presence of the information involves illegality (e.g., copyrighted material, software
used in violation of a license agreement).
The information in some way endangers computing, network resources, or the
information of other users (e.g., a computer worm, virus, or other destructive program).
The information is inappropriate, because it is inconsistent with the mission of the
University, or is otherwise not in compliance with the legal and ethical usage governed
by Federal or State law or regulation, or with the University or Institutions of Higher
Learning policies.
The cost of maintaining the information is deemed prohibitive by the responsible
administrative unit.
The user is no longer authorized for access.
Privacy:
It is the policy of the University not to routinely monitor individual use of computing and
network resources. However, users should be aware that their use of these resources may not be
private. Communications made by means of university computing and network resources are also
generally subject to the Mississippi Public Records Act to the same extent as they would be if
made on paper. The normal operation and maintenance of the university's computing and network
infrastructure require the backup of data and communications, the logging of activity, the
monitoring of general usage patterns and other such activities that are necessary for the provision
of service.
The University may monitor the activity and accounts of individual users, including individual
login sessions, personal computers, and the content of individual files and communications when:
•
•
•
•
The user has voluntarily made them accessible to the public, as by posting to social
networking site or posting to a web page or UseNet group;
It reasonably appears necessary to do so to protect the integrity, security, or functionality
of computing and network resources or to protect the university from liability;
There is reasonable cause to believe that the user has violated or is in violation of
university policy;
Or it is otherwise required or permitted by law.
Any monitoring of individual users, other than that allowed by the user or that is necessary to
respond to perceived emergency situations, must be authorized in advance by the appropriate
Vice President and the Chief Information Officer.
The University, in its discretion, may disclose the results of any such general or individual
monitoring, including the contents and records of individual files and communications, to
appropriate university personnel or law enforcement agencies and may use those results in
appropriate university disciplinary proceedings.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
36
Inappropriate Usage:
Computing and networking resources should be used only in accord with the guidelines defined
in this policy and procedure, all University policies, and state and federal laws. Examples of
inappropriate and unacceptable use of computing and networking resources include, but are not
limited to:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Harassment of other users
Violation of local, state and federal laws, regulations, or policies.
Destruction of or damage to equipment, software, or data belonging to Delta State
University or other users.
Disruption or unauthorized monitoring of electronic communications.
Violations of computer system security measures.
Unauthorized use or attempted use of computer accounts, access codes, passwords, ip
addresses, or other network identification words or numbers assigned to others.
Violation of another user's privacy.
Academic dishonesty (e.g., plagiarism or cheating).
Commercial advertising or political campaigning.
Downloading or displaying obscene or pornographic materials/images.
Use of computer and/or network facilities in ways that impede the computing activities of
others or the University systems, including randomly initiating interactive electronic
communications or e-mail exchanges, overuse of interactive network utilities, overuse of
network accessible Internet sites (including gaming, social networking sites, streaming
media sites and file download sites) bulletin boards or conferences, and the "off topic"
posting of materials to bulletin boards or conferences.
Use of computing facilities for commercial or business purposes of the user.
Use of residential network access to conduct business for any purpose is strictly
prohibited. Violators will be subject to loss of network services to their residence while a
student or resident at Delta State University.
Violations of trademarks, patents, or copyrights and violation of software license
agreements. (Refer to policies of the university.)
Violation of the usage policies and regulations of the network that Delta State University
is a member of or has authority to use.
Users may not intentionally or negligently disrupt or damage University computers or
networks in any way.
Users of University technology resources may not send electronic messages with the
sender's identity forged or send anonymous messages.
Personal use:
Incidental personal use of computing and network resources is permitted, subject to the
restrictions outlined in this policy. Personal communications and files transmitted over or stored
on University systems and assets are not treated differently from business communications;
therefore, there can be no guarantee that personal communications or activities will remain
private or confidential.
Sanctions
Violation of the policies described herein for use of computing and network resources are dealt
with seriously. Violators may and are subject to the disciplinary procedures of the University, up
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
37
to and including termination. In addition, violators may lose computing privileges. Illegal acts
involving Delta State University computing and networking facilities may also be subject to
prosecution by state and federal officials.
Applicable Mississippi Laws that apply to this policy
Mississippi Code of 1972 - http://www.mscode.com/free/statutes/97/045/0011.htm
•
•
•
•
•
•
•
•
•
•
Hacking: http://www.mscode.com/free/statutes/97/045/0003.htm)
Prevention of use: http://www.mscode.com/free/statutes/97/045/0005.htm
Password cracking/use: http://www.mscode.com/free/statutes/97/045/0005.htm
Destruction of Equipment: http://www.mscode.com/free/statutes/97/045/0007.htm
Damaging Information: http://www.mscode.com/free/statutes/97/045/0009.htm
Intentional Deceit:http://www.mscode.com/free/statutes/97/019/0085.htm
Sexually oriented materials: http://www.mscode.com/free/statutes/97/005/0029.htm
Indecent language in a public space (including web
spaces) http://www.mscode.com/free/statutes/97/029/0047.htm
Obscene Materials: http://www.mscode.com/free/statutes/97/029/0101.htm
Location of Violation: http://www.mscode.com/free/statutes/97/045/0011.htm
Abuse of Computers and Network Systems
All members of the Delta State University community must use electronic communications in a
responsible manner. The University may restrict the use of its computers and network systems for
electronic communications, in response to complaints presenting evidence of violations of other
university policies or codes, or state or federal laws. Specifically, the university reserves the right
to limit access to its networks through university-owned or other computers, and to remove or
limit access to material posted on university-owned computers. The university reserves the right
to limit access to its networks through university-owned or other computers, and to remove or
limit access to material posted on university-owned computers.
The use of computers or network systems in no way exempts any member of the University
community from the normal requirements of ethical or legal behavior in the Delta State
community. In particular, data, software, and computer capacity have value and must be treated
accordingly. Use of a computer and network system that is shared by many users imposes certain
additional obligations.
Legitimate use of a computer or network system does not extend to whatever an individual is
capable of doing with it. Although some rules are built into the system itself, these restrictions
cannot limit completely what an individual can do or can see. In any event, each member of the
community is responsible for his/her actions whether or not rules are built in, and whether or not
they can be circumvented.
Members of the University community are expected to follow certain principles of behavior in
making use of computers and network systems, in particular, to respect, and to observe policies
and procedures governing:
• the privacy of or other restrictions placed upon data or information stored in or
transmitted across computers and network systems, even when that data or information is
not securely protected;
• an owner's interest in proprietary software or other assets pertaining to computers or
network systems, even when such software or assets are not securely protected;
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
38
•
the finite capacity of computers or network systems by limiting use of computers and
network systems so as not to interfere unreasonably with the activity of other users.
Members of the University community also are expected to follow all other policies, rules, or
procedures established to manage computers or network systems, including those established to
control access to, or the use of, computer data, files, or other information.
Nuisance Email and Messages
Nuisance email or other online messages such as chain letters, obscene, harassing, or other
unwelcome messages are prohibited. Those individuals connected with the distribution of such
messages will be subject to the violation policies set forth in this policy. Violation may include
immediate suspension of computer account and network access pending investigation of
circumstances and may lead to eventual revocation of privileges. Serious violations will be
referred directly to the appropriate University or outside authorities; unauthorized use of
University computing facilities can be a criminal offense. The penalties may be as severe as
suspension or dismissal from the University and/or criminal prosecution.
Bandwidth
Bandwidth usage among students has increasingly become a nation-wide concern for everyone in
American colleges and universities. On the one hand, faculty and administrative units must have
ample bandwidth with which to pursue the mission of the institution. On the other hand, students,
for whom Internet services have become both the means of education and entertainment, have
good reasons also to be on line, especially when the university is their home.
Delta State University has proved no exception to the national trend. In order to accommodate the
administration and faculty as well as dormitory users, DSU systems engineers reserve the right to
make decisions to reduce dormitory bandwidth to a maximum percentage of university network
capacity when such need arises. This restriction will be done with the knowledge and consent of
the President's Cabinet and under the supervision of the Executive Assistant to the President and
Chief Information Officer.
The policy on “Abuse of Computers and Network Systems” explicitly states that the university,
recognizing “the finite capacity of computers or network system,” may do so “by limiting use of
computers and network systems so as not to interfere unreasonably with the activity of other
users.” Please note, using bandwidth for legal purposes is not a violation of university policy, but
university policy does require that the Office of Information Technology allocate that bandwidth
usage appropriately and fairly.
All network devices (hubs, routers, switches, wireless access points) shall be managed by the
Office of Information Technology (OIT) as property of Delta State University (DSU). The OIT
will propose a wireless network plan to be followed by the campus community. Devices that are
installed, other than those installed by OIT, may be subjected to being shut down. The OIT must
maintain the integrity of the network in order to manage the quality of the service. Therefore
“rogue” hubs, wireless APs, and switches will not be permitted.
Violations
• Violators of this policy will be dealt with according to the details outlined in the
University’s Responsible Use of Electronic Communications policy.
• Those who cannot accept these standards of behavior will be denied use of Delta State
computers or network systems.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
39
•
Violators may also be subject to penalties under University regulations and under state
and federal laws.
Telephones
University departmental telephones are provided for University business only. It is the
responsibility of each department to ensure that personal calls are kept to a minimum, and do not
interfere with University business. Collect calls should never be accepted on University
telephones. Fax and telephone transmissions that involve long distance service charged to the
University are restricted to University business. University long distance service is tax exempt,
and personal use will jeopardize this tax exempt status.
Any use of the telephone for personal business should be for short conversations to convey or
receive needed information. Supervisors are required to observe the frequency of such calls and
to caution employees who use the phone excessively for personal calls. Departments must ensure
that personal long distance calls are charged to a personal authorization code. Faculty and staff
who wish to purchase personal long distance service through Delta State can obtain authorization
codes from the Office of Information Technology.
Appropriate use should always be legal, ethical, reflect University standards and show restraint in
the use of resources. Prompt, courteous answers to telephone calls should be a self-imposed
rule. It is good practice to identify yourself and your department when answering or making a
call.
Emergencies
Tornado or Severe Weather
A tornado preparedness plan to help assure the safety of Delta State students and faculty members
when there is a threat of tornadoes or severe weather in the area has been mapped out by college
officials. A tornado or severe thunderstorm warning is issued when a tornado or severe
thunderstorm has been sighted and is approaching our area. Upon receipt of a watch (conditions
are such that tornadoes are likely) notification, the DSU Police Department will maintain contact
with Emergency Management until the danger has passed or a warning notification is received.
Staff, faculty, and visitors will be directed to the safest locations within their respective building
in accordance with pre-arranged plans.
A siren warning will be sounded by the City of Cleveland EOC, Emergency Operations Center.
In addition, DSU Police cars will be driving through the residence hall and apartment areas and
any other area crowds may be gathered or students are on the streets blowing the sirens.
Fire Escape
Fire escape procedures are posted in all building. Individuals should make themselves aware of
the closest exit routine. If the fire alarm sounds, all individuals MUST immediately exit campus
building and move to a pre-arranged location. Individuals should remain with their group in order
to determine if all members of the group have move to a safe location. Everyone should remain
outside until an authorized individual gives permission to return to the building.
Earthquake
When you feel an earthquake, duck under a desk or sturdy table. Stay away from windows,
bookcases, file cabinets, heavy mirrors, hanging plants and other heavy objects that could fall.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
40
Watch out for falling plaster or ceiling tiles. Stay under cover until the shaking stops. Hold onto
the desk or table. If it moves, move with it. Here are some additional tips for specific locations:
• If in a multiple-floor building, move against an interior wall, and protect your head with
your arms. Do not use the elevators. Do not be surprised if the fire alarm or sprinkler
systems come on.
• If outdoors, move to a clear area, away from trees, signs, buildings, or downed electrical
wires and poles.
• If on a sidewalk near buildings, duck into a doorway to protect yourself from falling
bricks, glass, plaster and other debris.
• If driving, pull over to the side of the road and stop. Avoid overpasses, power lines, and
other hazards. Stay inside the vehicle until the shaking is over.
After an earthquake, be prepared for aftershocks, and plan where you will take cover when they
occur. Delta State University police and other staff will immediately assist you after the tremor.
Traffic and Parking
Motor Vehicle Registration
Employees who park their motor vehicles on the campus must register their vehicles with the
Delta State Police Department. Registration decals must be purchased at the Student Business
Services’ Office. The University will not be responsible for providing parking spaces for
registered vehicles, nor can the University be held responsible for any damages to vehicles or
occupants while vehicles are on campus. Decals must be permanently affixed to the outside of the
lower left corner of the rear window or left rear bumper or the fender of motorcycles.
Delta State reserves the right to regulate further the use of motor vehicles on the campus or to
forbid the use of motor vehicles by a student or employee who refuses to abide by the parking and
traffic regulations.
Parking Regulations
Motor vehicles are to be parked on the campus and streets of Delta State University only in the
areas designated as parking areas, in such a manner, at such a place, and for such time as may be
indicated on appropriate signs or markers. Zoned areas are provided by number and color of
decals. It is a violation of parking regulations to:
• Park in the wrong zone.
• Park in any area where curbing is painted yellow.
• Park in a manner so as to block a drive or walkway, or impede the flow of pedestrian
traffic.
• Park out of marked lanes.
• Park on the grass.
• Park in a space marked “Reserved”, “Visitor”, “For Handicapped”, or “Bailey Child
Care”. These spaces are not to be used for dropping off or picking up passengers during
any type of weather.
• Park in the mail drive.
Drivers of all DSU-owned vehicles should comply with all traffic and parking regulations. No
faculty, staff, or student can advise a person to park illegally. The owner of a vehicle is
responsible for the vehicle at all times. Driving regulations are in effect at all times. The campus
speed limit is fifteen (15) miles per hour for all motor vehicles unless otherwise marked.
However, safe driving is the principal regulation.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
41
All operators of any motor vehicle must have in their possession a valid operator’s license. All
operators of any motor vehicle must have a valid, up to date license plate (tag) on vehicle in plain
view.
Service Awards
Delta State University recognizes all employees who complete twenty years of continuous service
and every five years thereafter at an annual service awards program. Employees are recognized
each April in conjunction with the retirement recognition ceremony. These awards are given each
year to those who completed the required years of service by September 1 of the current year.
H.L. Nowell Outstanding Support Staff Award
The H. L. Nowell Outstanding Support Staff Award is given annually at the University's May
commencement in honor of a support staff member who has completed ten consecutive years of
service as a full-time support staff person. Nominations are received from students, faculty, staff,
alumni and friends of DSU, on an annual basis during the month of March. The nominations are
sent to the Vice President for Student Affairs, permanent Chair of the Award Committee and
voted on by a committee consisting of staff employees from within the University.
DSU Foundation Awards for Staff Excellence in Service
The DSU Foundation Awards for Staff Excellence in Service recognizes individual staff members
who have made outstanding contributions to the university, their colleagues, or the university’s
relations with communities in the region. The purpose of the awards is to encourage and
recognize achievement by establishing an environment of success and commitment to excellence.
There are three annual awards in each of the three areas of service for a total of nine awards each
year. The awards are $3,000 each and will be added to the winner’s taxable income during the
month in which the award is received. There are no restrictions on the use of the funds by the
staff members. The funds come from an unrestricted gift provided to the university through the
generosity of the Delta State University Foundation, thus the name of the awards.
By January 15 each year the Vice President of Finance and Administration will solicit
nominations for the awards. Any full-time staff member whose employment and job
responsibilities are solely with Delta State University may be nominated for the award. Academic
Deans or individuals serving on the President’s Cabinet are not eligible for the
awards. Information supporting the nomination must be based on accomplishments during the
previous five years while employed at Delta State University. Nominations may be made by
employees, students, alumni, community members, or the individual. Nominations must be
submitted on forms available in the Office of Finance and Administration. Nominations must be
submitted to the Vice President of Finance and Administration no later than February 15.
For the purpose of these awards, university employees are grouped in the following manner using
the university’s Equal Employment Opportunity categories:
Category A:
 Executive, Administrative and Managerial
 Other Professionals (Support/Service)
Category B:
 Technical and Paraprofessional
 Clerical and Secretarial
Category C:
 Skilled Crafts
 Service/Maintenance
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
42
No award winner is eligible to receive another award in the same area for at least five
years. Additionally, no individual may win in more than one area during the same year; although
he/she can be nominated in multiple areas.
The Selection Committee will be appointed by the Vice President of Finance and Administration
subject to the approval of the Administrative Staff Council Executive Committee and the
President’s Cabinet. This committee will review each nomination based on the criteria
stated. Upon review of the nominations, one individual from each category may be awarded a
prize in each of the three areas, i.e. there will be nine total awards available.
The Selection Committee may ask nominees to submit additional supporting materials by March
1. The Selection Committee will be chaired by the Vice President of Finance and Administration
as a non-voting member and will include four staff representatives (one from each vice
presidential area plus one from either Athletics or Alumni-Foundation), one Foundation Board
representative, one student representative, one alumnus, one staff emeritus, and one person from
the community. Staff at large Selection Committee members shall serve only two terms.
Nominations for each award will be evaluated in terms of achievement according to the following
established criteria:
1. Service to the University Award
2. Service to University Colleagues Award
2. Service to the University’s Relationship with Communities in the Region Award
Child Development Center
Children of faculty and staff of Delta State University may attend the Child Development Center
under the direction of the Division of Family and Consumer Sciences. The center is designed to
provide care and educational experiences to preschool children ages six weeks to five years.
Special provision is made for enrollment of children of students, faculty, and staff of the
University.
Inquiries should be directed to the Chair of the Division of Family and Consumer Sciences or the
Director of Preschool Programs. The center operates in the fall, summer and spring semesters.
Center closings are announced ahead of time.
Workers’ Compensation
All Delta State University employees are covered by the Workers' Compensation provisions for
the State of Mississippi. The expense of this coverage is paid for by the University without cost to
the employee. Workers' compensation includes only such accidents or injuries as occur on the job
in the performance of the University assigned duties.
Every injury must be reported immediately to (1) the supervisor, (2) the Student Health Services
Center, and (3) the Human Resources Office. If Student Health is closed, then the injury is to be
reported to Human Resources by the employee or the employee’s supervisor. The appropriate
form for reporting injury must be filed by the Human Resources Office with the workers'
compensation carrier within five working days of the date of the injury. Failure to report verbally
to the supervisor and to complete the report form within the specified time frame will jeopardize
your receiving on the job injury benefits. Fraudulent claims are grounds for immediate
termination.
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
43
Unemployment Compensation
The University provides unemployment compensation at no cost to you. Voluntary termination or
discharge for cause are not normally covered by unemployment compensation. Specific
qualification requirements for benefits may be obtained from the local State Employment Office.
Political Activities
Participation by employees in various community and public affairs is expected; however, it is
expected that time given such activities will not interfere with the regular duties of the employee.
Political activities by an employee will not be prohibited as such times as the employee would not
be ordinarily required to render services to the institution or if the employee elects to take and the
institution grants a leave of absence without pay.
Outside Employment
Institutional members of the faculty and staff are permitted to engage in outside employment,
provided permission is first obtained and determined that the said outside employment will
interfere in no way with the institutional duties of the individual requesting such permission.
Staff members desiring to engage in outside employment or practice of profession should
complete an application available in the Human Resources Department and submit to their
department chair/supervisor and forward through administrative channels to their Dean or Vice
President/Provost.
In addition, these individuals will not engage in a business or profession that would in any
manner compete with a similar business or profession over which they would have direct
supervision, inspection, or purchasing authority within the university or agency, such being a
conflict of interest.
Intellectual Property
Intellectual property is information and original expression that derives its intrinsic value from
creative ideas and has commercial value. Ownership is subject to international, federal, and state
laws and to this University policy. This policy applies to faculty, staff, and students. For the
complete policy, please click on the link below.
http://www.deltastate.edu/pages/2473.asp?manid=%7BB38958A0-E978-4B41-BEEF7A37AAC23D8C%7D&id=%7B4849A8CA-9C6F-4228-8364-F923FBD1828B%7D
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
44
ACKNOWLEDGEMENT OF RECEIPT:
DELTA STATE UNIVERSITY STAFF HANDBOOK
My signature indicates that I have reviewed and had the opportunity to discuss with a supervisor
any questions that I have had regarding the content of this handbook.
I understand that I have an obligation to inform my supervisor, Human Resources, and Payroll of
any changes in my personal information – including, but not limited to, my phone number and
address. I also accept responsibility for contacting my supervisor, Human Resources, or Payroll if
I have additional questions or concerns or need further explanation about these or subsequent
policies, procedures, and/or guidelines.
I understand that the language used in this document does not create an employment contract
between me, the employee, and Delta State University. I understand that this document does not
create any contractual rights or entitlements. Delta State University reserves the right to revise the
content of this document, in whole or in part. This handbook may be amended or added to in
different ways in accordance to established administrative procedures. Polices or procedures
referenced in this handbook may have changed since the printing of the handbook.
I recognize that the original, signed “Acknowledgement of Receipt” document has been placed in
my personnel file and a copy of this document has been given to me. I also understand that a copy
of this handbook and additional details about Delta State Human Resources policies and
procedures are available online at www.deltastate.edu/policies.
.
POLICY/DOCUMENT INITIALS DATE
________________________
____________
Staff Member’s Signature
Date
________________________
Supervisor’s Signature
____________
Date
Please refer to the Delta State University Policy and Procedure Manual locate at www.deltastate.edu/policies for
the latest official policy statement. If there is a discrepancy between the staff handbook and the University Policy
website, the website is the most current and official policy.
4/2013
45